Why do a self-assessment? Instructions for 4-H Club Self-Assessments Throughout the Building Welcoming 4-H Clubs project, you will be receiving feedback from others about your club. Before you get that feedback, it s important to reflect on how you think your club is doing! This self-assessment is an opportunity for your club officer team to start a conversation about your strengths as a club and opportunities where you can grow. Conducting the Self-Assessment Plan some time (during an officer meeting or plan a special gathering) to do your club selfassessment. You will need at least one copy of the club self-assessment rubric, and something to write with. Make sure that youth officers and/or youth leaders are the focus of the conversation and have opportunities for their voices to be heard during the self-assessment discussion. Someone should take notes during the conversation and write down scores and comments on a copy of the rubric. How to Wrap Up After your discussion, look back at the rubric to see if there is anything else you remember that you want to write down (before it is forgotten). Complete your note taking and save the copy of the rubric with your notes. Later, identify someone from your club officer team to enter your data into the online form using this link: https://uwex.qualtrics.com/se/?sid=sv_a8kndx9x89belct o If you are unable to enter your data online, please return your completed rubric and notes to Brianna at the UW-Extension Office.
Name Date / / Club Observed Dimension 1 Adult Volunteers, Youth Officers, & Youth Leaders: a) welcome members, b) go beyond existing social circles, c) make an effort to work in partnership, and d) communicate clearly and deliver information in a friendly manner. Item 1.1 Adults and youth take time to greet people as they enter. Low 1 pt. There is no one to say "hi" or greet newcomers. Adults and youth are talking amongst themselves and do not approach newcomers. Medium 3 pts. An adult or youth says "hi", but there is no name recognition for certain members, or follow-up conversation. Some members are greeted while others aren't. High 5 pts. Adults and youth greet each person and learn the names of newcomers. Members are invited to find a place to sit or engage in a welcoming activity or conversation. Visitors or new members are introduced. Notes and Ranking Item 1.2 Adult Volunteers and Youth Officers initiate contact with others, facilitating introductions, and helping members build relationships. Existing and potential members come in and sit down for the meeting. They don't socialize with anyone. Adult Volunteers don't engage them. Adult Volunteers or Youth Officers acknowledge newcomers at the beginning of the meeting but don't connect with new members or guests beyond introductions. Adult Volunteers or Youth Officers introduce visitors or new members to others, and invite them to join in conversations. Adult Volunteers or Youth Officers check in with new members throughout the meeting.
Item 1.3 Adult Volunteers and Youth Officers are present and ready to greet, welcome, and lead before the meeting begins. Adult Volunteers and/or Youth Officers are late, and are not ready to begin the meeting at the planned start time. Adult Volunteers and/or Youth Officers arrive in time to begin the meeting as planned but are not available to help with set up, welcoming, or preparation before the meeting. Adult Volunteers and/or Youth Officers arrive early to prepare the meeting space and greet club members. The meeting begins on time. Item 1.4 Youth Officers and Youth Leaders clearly explain each opportunity, event, or expectation when presenting to a club. Youth Officers and Adult Volunteers expect everybody to know about club opportunities or to find out for on their own. They don't explain 4-H terms or customs to new members. They are hard to hear. Youth Officers and Adult Volunteers briefly review new information or club opportunities. They don't always explain acronyms or 4-H phrases. They are at times difficult to hear, and don't allow time for questions. Youth Officers speak loudly when presenting. They thoroughly review information about club opportunities, or partner with Adult Volunteers to share information. Any 4- H acronyms or jargon are explained. Youth Officers and Adult Volunteers allow time for questions. 2 P a g e
Dimension 2 Club Customs: a) promote group identification, b) encourage a group culture of welcoming behaviors, and c) elevate youth voice. Item 2.1 Meeting space displays the text of the 4-H pledge. Club members help new members with learning the pledge. Low 1 pt. Members are expected to learn the pledge by listening/following along. No materials are provided for new members to help them learn the pledge or follow along. Medium 3 pts. Members can see the pledge on display. High 5 pts. The 4-H pledge is on display, or all members get a copy of the pledge at the meeting. Time is taken to explain the pledge to new members/visitors at the beginning of each meeting. Notes and Ranking Item 2.2 Club has some strategy, or some other way to support new families. There is built in time during the meeting for new family support. No new member support program is in place. Or, the program is in place but not carried out throughout the year. There is a new family support program in place, however the follow up is minimal. There is not time allotted during the meeting for interactions. Family supporters are helpful, polite, and answer questions. There is time for new families to ask questions or interact with other families during the meeting. 3 P a g e
Item 2.3 Club members promote youth voice and opinion. They seek youth input regarding important decisions. There is no effort made to gather youth perspectives during the club meeting. Adult volunteers or parents tend to talk the most. Youth Officers and Adult Volunteers get youth input on some matters. These often consist of low-stakes tasks, such as a party theme or food selection. Alternatively, only a few youth are asked for input. During the club meeting, youth provide input on all matters. Youth have opportunities to engage in high-stakes decision making (such as deciding how club funds are used, or selecting community service projects). Club officers make an effort to get input from other youth within the club. 4 P a g e
Dimension 3 Environment: a) meeting space is set up in an inviting manner, b) club identity is visible, c) meeting place is accessible, and d) environment reflects diverse cultures and needs. Item 3.1 4-H club visuals are present. Low 1 pt. No 4-H club representation is present. There are no 4-H banners and/or signs indicating where the club meeting is taking place. Medium 3 pts. There is a 4-H logo at the front of the building or room. Club presence is sparse. High 5 pts. You can see the 4-H presence in the space. Club members wear club t-shirts or other 4-H clothing, or have other ways they can promote club unity. Notes and Ranking Item 3.2 It is easy to find the meeting place. No signs are posted and it is difficult to find the meeting room. The building or meeting space is clearly labeled and participants can figure out where the 4-H meeting is. If signs are helpful in the meeting space, the club has them posted to guide newcomers. A welcome area is set up for people to check in or pick up materials needed for the meeting. 5 P a g e
Item 3.3 The physical environment is safe for everyone. The space is welcoming to different cultures and backgrounds. The club building doesn't have an elevator or a ramp. The entrance or exit is blocked or difficult to get through. There is a handicap accessible entrance to the meeting space. The meeting space is difficult to move around in. Posters and signage reflect only one culture. The meeting space is handicap accessible. You can easily get in and out of the meeting if you need to go. 4-H posters and signs are welcoming to different backgrounds and show members of a variety of ethnicities. If families need materials in other languages, the club has made an effort to meet their language needs. 6 P a g e
Dimension 4 Meetings: a) structured to promote collaboration b) authentic interactions, and diverse participation among members Item 4.1 Interactive discussion strategies are used so that everyone has a chance to participate. Item 4.2 A variety of hands-on activities and teaching strategies are used. Each of the three parts of the meeting (business, education, and recreation) has opportunities for full group involvement. Activities are inclusive of different interests and backgrounds. Low 1 pt. Discussion is not interactive or wellfacilitated. Particular individuals dominate the discussion, and side conversations are frequent. No activities are offered. Business meeting is repetitive. No agendas are distributed. Medium 3 pts. Discussion is facilitated, and members listen to one another. Still certain individuals dominate the group, while others remain silent. Many members appear disengaged. Everybody gets an agenda. Some interactive activities are offered, but they are not engaging or meet the needs of the group. High 5 pts. The discussion is wellfacilitated. Facilitators seek out different opinions, and try different strategies to encourage dialogue among members about meeting topics. Everybody gets an agenda. The meeting includes a variety of activities that meet various members' interests. Notes and Ranking 7 P a g e